About the Township of Muskoka Lakes

Work where others vacation. Nestled in the District Municipality of Muskoka, the Township of Muskoka Lakes delivers an exceptional quality of life without the big city stresses. This premier outdoor recreation region is home to welcoming small communities and supports a four-season lifestyle – providing more time for family and personal pursuits, and the opportunity to live and work in the same stunning environment, all within a 2.5-hour drive from Toronto.

Why Join Our Team

The culture at the Township of Muskoka Lakes is upbeat, positive and collaborative. Working for a municipality offers the opportunity to make a visible impact in your community. The Township of Muskoka Lakes is dedicated to providing a professional, safe, and inclusive workplace where employees are supported to achieve their full potential.

The Township of Muskoka Lakes strives to be an employer of choice for strong talent dedicated to serving our community, and offer the following:

• 100% employer-matched defined benefit pension plan with OMERS.

• Support for paid time off, including personal days, vacation starting at 3 weeks, an overtime bank option, holiday office closure and 13 paid public holidays.

• Flexible work arrangements, including work from home available to support and nurture work-life balance.

• Paid internal and external training and development opportunities, including support for professional designations.

• Staff recognition and appreciation programs.

• Interesting, varied work with the opportunity to gain experience across multiple disciplines. Position Overview Reporting to the Manager of Financial Services, Deputy Treasurer, the AP, Purchasing Clerk is primarily responsible for entering vendor invoices, generating payments via cheque and electronic funds transfer (EFT), recording pre-authorized bank payments and general purchasing for the Township.

Summary Of Responsibilities

• Reviewing invoices and flagging non-compliance with policies and procedures; verifying appropriate authorizing staff approval limits and that account coding is complete; communicating with internal departments to resolve discrepancies. • Enter invoices into accounting software in a timely manner, ensuring accuracy of recording, tax treatment and general completeness.

• Prepare payments for signature by accumulating supporting documentation, including invoices, purchase orders and packing slips (as necessary); obtain required signatures as per signature by-law.

• Work with Treasurer and/or Deputy Treasurer to manage cash flow in relation to the timing of vendor payments and bank balances; transmitting and verifying EFT payment file transmission.

• Reconciling Pre-authorized Payment (PAP) amounts from the bank, including corporate credit purchases and statements.

• Supporting monthly bank reconciliation activities by tracking outstanding cheques issued and following up with vendors as required, arranging for cancellations or stop payments and payment reissuance.

• Prepare and enter journal entries and accruals on a monthly, quarterly and annual basis as needed.

• Prepare account reconciliations for accounts payable (to the vendor sub-ledger), suspense accounts, prepaid expenses, accrued liabilities and vendor holdbacks on a regular basis, and take action to resolve discrepancies in a timely manner.

• Act as the first line of customer service in responding to vendor queries regarding outstanding invoices, as needed, and working toward strengthening vendor relationships.

• Maintain updated vendor contact and payment information, including banking information for direct deposit, within accounting software.

• Lead and provide recommendations on the accounts payable and purchasing functions to improve efficiency and strong internal controls.

• Co-ordinate and action all stationery and general supply purchasing across departments; monitor office supply inventory, including receiving, verifying and distributing supplies to departments as required.

• Represent the Township on local area group purchasing group.

• Administer Township access to purchasing platforms (i.e. Staples, Hamster and Amazon Business).

• Provide backup customer support for taking counter payments and answering the phone as required.

• Prepare relevant documents for the year-end audit and compile any additional documentation as requested from auditor.

• Respond to information requests for purchase and payment history (e.g. surveys) as required.

• Perform backup duties for Financial Analyst (accounts receivable) as needed and maintaining the required skills to perform this function.

• Follow records management program (TOMRMS) for all records generated including scanning and filing and follow related departmental and Township policies and processes.

• Complete job description available upon request

Qualifications And Experience

• Two (2) year College Diploma in Office Administration, Business Administration, Accounting, or similar program.

• AMCTO (Municipal Accounting and Finance Program (MAFP)) certificate an asset.

• 1 – 2 years’ municipal financial experience.

• Demonstrate strong technical proficiency in computer skills including Microsoft Office (Word, Excel), financial software (iCity) and an ability to manage large volumes of data.

• Possess a thorough knowledge of departments, services and programs and keeps current with the organization’s policies and procedures

• Ability to solve problems through active listening combined with a commitment to deliver superior customer experience

• Ability to work independently in a high activity level department with a high degree of accuracy and reliability.

• Strong organizational skills and the capacity to multi-task in a fast-paced environment, responding with flexibility to changing priorities.

• Ability to work independently and to manage timelines.

• Ability to adhere to confidentiality while exhibiting discretion and good judgment.

Accommodations

If you require disability-related accommodation to participate in the recruitment process, please advise the Human Resources department as soon as possible. Accommodation may be provided in all steps of the hiring process.

Freedom of Information

Information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection.

We thank all applicants for their interest and advise that only candidates selected for an interview will be contacted.

• Ontario Secondary School Diploma or equivalent.

• AMCTO certificate or relevant post-secondary education.

• 1 – 2 years’ financial experience, municipal experience preferred

• Strong computer skills including Microsoft Office, and databases.

• Strong communication and customer service skills.